INSPECTOR GENERAL SURVEY OF THE DDA

• Document Type: CREST
• Collection: General CIA Records
• Document Number (FOIA) /ESDN (CREST): CIA-RDP80-00473A000400020007-3
• Release Decision: RIPPUB
• Original Classification: K
• Document Page Count: 10
• Document Creation Date: December 19, 2016
• Document Release Date: September 19, 2005
• Sequence Number: 7
• Publication Date: January 14, 1977
• Content Type: MF

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ODP 091-77
14. #N 1977
MEMORANDUM FOR: Deputy Director for Administratio
FROM Clifford D. May, Jr.
Director of Data Processing
SUBJECT Inspector General Survey of the DDA
REFERENCE Your Draft Memo to the DDCI through the IG,
dtd 10 January 1977, Same Subject
ILLEGIB
e Office of Data Processing has examined and concurs in"'
the findings and recommendation regarding ODP which are con-
InspectorGeneral's Survey Report on- the
DDS,. It ? .s, sated that =t -E>DA commeproint,_e3 ..LLth"at the
ma Agement questions 1 s Recommendation No. 15
under study in the EAG.
STATINTL
cc: C/MS/O:DP
DC/MS/0DP
C/P&PG/MS/ODP
Distribution:
Orig & 1 - Addressee
1 - ODP Registry
2 - O/D/ODP
r/
61,Q I/ /
DD/A Registry
'l
~~ .n rfr
ILLEGIB
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 FDD/A R?gi$tr!
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13 January 1977
MEMORANDUM FOR: Associate Deputy Director for Administration
FROM James H. McDonald
Director of Logistics
SUBJECT IG General Survey of the DDA
Pursuant to your request for proposed responses
from the Office of Logistics to the subject report,
attached hereto are drafts of suggested replies to
Recommendations 9, 10, 12, and 13. The replies to
Recommendations 12 and 13 have been coordinated with
and concurred in by the Deputy Director of Finance.
STATINTL
James H. McDonald
r
cc: DD/Fin
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MEN T-1 10-- q
While t recommendation appears to be a pT-at-t-i-E l
solution to the question of liaison with other gov,,,-r'nment
activities, the term "routine administratiyr.e`contacts" lacks
positive limits and forces a subjectjvojudgment on the part
of responsible officers. Furthermore, the Office of Logistics
(OL) memorandum dated 7 Spp'tember 1976 (OL 6 4467) to the
Deputy Director for 4dininistration (DD/A) requested his ap-
proval to contiole a number of on-going support activities
with other,,,,government agencies. Since the DD/A approved those
actions on 20 December 1976, it would logically follow that
thoF"administrative contacts necessary to accomplish and con-
tinue those support functions are also authorized. Therefore,
the implementation of the recommend,., Lion a,5..,it is currently
at=ed:--would be= r t and an unnecessary action.
RECOMMENDATION 10 4,1
establish a legal position on the Agency's authorities to
dispose of obsolete, but sensitive materiel.
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Office of General Counsel has been requested to
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gec,ommendation 12 suggests the establishment of a quicker
system of invoice processing and payment to contractors.
We agree that slow payment to contractors has been a problem
over the years but not for the reason stated in Paragraph
B.1 (page 25) of theA4 report. There is no problem
with processing of invoices from OL to OF since invoices
are, in most cases, mailed directly to t-he- c` t on-and
' l~ irftic n, w hip.-w0F. The problem has been the time
involved with performance of required tests and inspection
necessary for acceptance and the processing of the receiving
report to OF where it must be matched up with the contractor
invoice prior _to payment.__ _
A procedure which does provide for expedited payment
to selected contractors was developed in late 1975 between
OF and 01, This procedure
dated 18 December 1975) allows issuance of interim receiving
reports upon physical receipt of property and, while it has
been in effect for only one year, has already contributed
greatly to solving the problem in question.
Over the past two years a task force consisting of
Divi~ or*OL and `" er f~i" JOF
has met regularly to identify problem areas, to recommend
corrective actions, and to develop new procedures aimed
toward expediting payments. In addition to the quick-pay
procedures previously cited, the task force has arranged an
exchange of tours and briefings between OLf and OF'
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ersonnel and is currently exploring the feasibility of
inputting r? , information into an ADP system which
4 x
would assist ,p, in the processing of invoices.
In summary we have already made substantial progress
further the interval between receipt of supplies and payment
to vendors.
toward solving the problem of slow vendor payments.
will continue to work on this problem to reduce even
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RRIff].
Recommendation 13 suggests that the DDA address the
issue of establishing written standards on waiving "contract
audits of small dollar procurement: contracts. This subject,
a.].ong wtth Others mentioned in the, narrative portion of
p `agra t'h "B. , has been discussed at some length between
representatives of OF and OL in the course of working out
a Memorandum of Understanding between these two offices on
interface relationships. The current proposal by OL is that
"Q D will audit all cost-type or fixed-price contracts
containing price redetermination audit provisions which are.u
in e1cess of $10,000 or any other contracts which the Ct:
or"IftC!_9'"determines should be audited." This language
establishes a general rule but retains flexibility which
would allow either OF or OL to request audit on small dollar
contracts if such action seems warranted. This is not a sig-
nificant problem and will be resolved when the Memorandum of
Understanding between OF and OF is executed. The procedure
included in the draft Memorandum of Understanding is consistent
with that of the Defense Contract Audit Agency.
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 IDD/A Registry
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13 January 1977
MEMORANDUM FOR: Associate Deputy Director for Administration
STATINTL FROM
Deputy Director of Medical Services
SUBJECT Inspector General Survey of the DD/A
1. The Office of Medical Services has nothing to add to
draft response concerning the survey with the exception of
Recommendation #14. at q
2. Recommendation #14 iraises
the question of whether the Agency should have a fulltime
industrial hygienist in order to meet the requirements of the
Occupational Safety and Health Act (OSHA). Specifically, the
IG recommends "that the DD/A make a thorough review to determine
that the Agency should have its own industrial hygienist." Th.is...
quuestion. sould :properly have been addressed to the Office of
Security who~has the responsibility for implementation of the
Program, under. has made such , eeomme a-STATINTL
t
tionn thet ur views on this matted .1Se.~arda.ted
Attachment
cc: DD/Sec
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TIDA 77-0028
Subject: IG Survey Relating t.6" the DDA
1. I think this is a
report. I do feel that t
dations are not necessar
the purview of the DDA;
Recommendation No. 2
the DCI relief on the,
on use of media per
recommendations ar
the DDA establish
office assistanc
agencies. Requ
ATINTL
d, concise
y those within
for example,
obtaining from
current moratorium
nnel. In addition,
made toward having
riteria for approving
to other Government
is were made of (Over...)
I I:O/DDA
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OGC for blanket approval to provide routine
assistance, but those requests were turned
down. The problem seems clearly to be in
the court of 0GC and Tony Lapham's memo
requesting that all such requests be
referred to OGC.
ATINTL
ATINTtO/DDA/ lm (5 Jan 77)
Distribution:
Ord, RS - ADDt, DDA
e"1.S - DDA Subject
1 RS - DDA Chrono
1 RS - RFZ Chrono
Attachment: IG Survey of the DDA
Background: DDA 77-0028, Memo for DDA from IG, dated 27 Dec 1976,
Subject: IG Survey of the DDA.
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